Academic Appeal Procedures and Deadlines

All appeals of academic standing will be heard by the Academic Appeals Committee. The Academic Appeals Committee will be composed only of faculty members and appropriate administrators.

A student may appeal to the Academic Appeals Committee only once following each notification of academic standing.

For appeals, students must complete the procedures outlined on the appropriate Academic Appeals Form which is available in the Office of the Registrar. Appropriate documentation (i.e., medical bills, medical records, or funeral bulletins) should be provided. In addition to this written appeal, a student may request to address the Academic Appeals Committee during one of its regularly scheduled meetings if so desired (contact the Appeals Committee Chair). Requests for personal appearances must be submitted with the written appeal by the deadline. Interviews with the Appeals Committee will not be granted after an appeal has been denied or if an appeal is late.

Deadlines for Appeal of Academic Standing

Appeals of suspension or dismissal from the University MUST be completed and submitted to the Academic Appeals Committee at least two (2) days prior to the first day of classes as published in the University catalog for the term (summer session/semester) for which the student is suspended or dismissed.

Appeals of dismissal will not be allowed without exceptional cause which must be supported with valid documentation.

Appeals of late withdrawal from courses or from the University MUST be completed and submitted to the Academic Appeals Committee no later than two (2) days before the next regular academic semester begins.

Appeals of a course grade MUST meet the deadline.

Exceptions to the above deadlines may be granted if the student shows evidence that he/she was unable to submit an appeal before the deadline due to documented exceptional circumstances.

Frequency of Meetings for Appeals

The Academic Appeals Committee shall meet two (2) days before classes begin and two (2) weeks after the last date to withdraw, as stated in the University’s Academic Calendar, to consider appeals of academic suspension, withdrawal, or dismissal.

The Academic Appeals Committee shall meet on other occasions only if the appeal load is heavy, if new evidence is brought forth which affects an appeal already acted upon, and/or if there is any other special circumstance in which the welfare of a student is at stake.

Appealing a Course Grade

To appeal a course grade, a student must follow the process described below:

The student must initiate his/her grade appeal by writing a letter of appeal to the course instructor. This letter must be completed an delivered to the instructor, along with a copy to the student’s advisor, no later than the end of the third full week of classes during the next regular academic semester (fall or spring). No appeal of a course grade will be considered unless a written appeal is made to the instructor by the deadline date. After considering the student’s appeal, the instructor must respond in writing to the student, stating whether or not the appeal is granted and stating whether or not the appeal is granted and stating the instructor’s rationale for the decision. The written response must be completed by the end of the fifth full week of classes in the semester of the appeal. If the instructor is no longer employed by the University or is otherwise unavailable, the student must proceed as prescribed by University policy.

If the student is not satisfied with the instructor’s decision and wishes to continue the grade appeal, the student must pick up the Academic Appeals Form from the Office of the Registrar and follow procedures described on the form for continuing an appeal of a course grade; and,

If a grade appeal reaches the Academic Appeals Committee, the student and the instructor may be requested to meet with the committee to resolve the appeal.

Appealing for Retroactive Withdrawal

Retroactive withdrawal from a course or from the University will be considered only when a student documents to the Academic Appeals Committee that he/she could not meet the scheduled deadline for appropriately withdrawing due to some unforeseen and extraordinary circumstance. The student must make this appeal no later than two days before the next regular academic semester begins. Appeals that do not clearly substantiate the circumstance for missing the withdrawal date will not be considered.

Student receiving federal financial aid for the course or term in question may be required to repay the University for withdrawn courses. THEY SHOULD CONTACT THE FINANCIAL AID OFFICE.

Exceptions to the above policies can be made at the discretion of the Academic Appeals Committee for exceptionally meritorious cases.

Appeal of Suspension

A student may appeal his/her academic suspension to the Academic Appeals Committee. EXCEPTION: APPEAL OF A SUSPENSION AFTER REINSTATEMENT IS NOT ALLOWED.

A student with cumulative grade point average of less than 1.5 must submit documentation with his/her appeal to substantive that normal academic progress was interrupted due to extraordinary situations.

A student may appeal his/her suspension resulting from three unsuccessful attempts of a course and request a fourth attempt in a course if his/her cumulative grade point average is a 2.25 or better.

If an appeal of a suspension resulting from a low GPA is granted, a minimum of two (2) courses in which the grade of “D” or “F” was received must be repeated in the term (summer session/semester) of reinstatement unless the course is not offered.

A student who has been readmitted after suspension and who fails to meet the conditions of his/her reinstatement may be dismissed from the University without appeal.

A notation of suspension will be removed from a student’s academic record only if a proven error in the recorded grade or a grade which has been subsequently changed allows him/her to meet minimum academic standards.

Exceptions to the above policies can be made at the discretion of the Academic Appeals Committee for exceptionally meritorious cases.

Appeal of Dismissal from the University

A student may appeal his/her dismissal under regulation if documented circumstances beyond the student’s control can be proven to have caused the unacceptable academic performance, and that situation is corrected. EXCEPTION: APPEAL OF A DISMISSAL AFTER A REINSTATEMENT IS NOT ALLOWED.

If the student’s appeal is granted, the student will be required to abide by an academic contract to be developed in consultation with the student’s advisor and the chairperson of the department/division in which the student is majoring. Also, if readmission is granted, the student will be placed on probation.

A student who has been readmitted after dismissal and who becomes liable for suspension at any time, will not be suspended, but will be dismissed from the University without appeal.

Exceptions to the above policies can be made at the discretion of the Academic Appeals Committee for exceptionally meritorious cases.

After two years, a dismissed student may appeal in writing to the Academic Appeals Committee for readmission to the University. The student’s appeal must include a letter of support from the chairperson of the department/division or the dean of the college/school in which the student was majoring. Also a letter of support must be submitted from either a faculty member or the student’s former advisor.

Appeal of Removal from a Major, Minor, or Area of Specialization

A student may appeal his/her removal from a major, minor, or area of specialization according to procedures established by the academic unit.

A student may appeal removal from a major, minor, or area of specialization and request a fourth attempt in such course if his/her cumulative grade point grade point average in the major, minor, or area of specialization is 2.5 or better.

If a student has unsuccessfully appealed removal from a major, minor, or area of specialization and if the student has a cumulative grade point average of 2.0 or greater, he/she must be allowed to major in pursue some other discipline at Kentucky State University.